HomeMy WebLinkAboutMinutes_GGAF_11.23.2009Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Monday, November 23, 2009
The General Government and Finance Advisory Board will meet on Monday, November 23, 2009 at 02:30
PM in the City Hall Main Floor Conference Room located at 113 East 8th Street, Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Keith Brainard-Chair, Patty Eason, Dale Ross
General Government and Finance Advisory Subcommittee regular meetings are held at least quarterly or
at the request of the Chair.
AGENDA
1. Approval of minutes from the previous GGAF meetings - Danella Elliott
http://georgetown.org/pdfs/ggaf/MinutesCS_11.23.pdf
http://georgetown.org/pdfs/ggaf/09.28.09_Minutes.pdf
http://georgetown.org/pdfs/ggaf/10.05.09_Minutes.pdf
http://georgetown.org/pdfs/ggaf/10.26.09_Minutes.pdf
2. Consideration and possible action to recommend selection of National Service Research (NSR) for
$19,500 to conduct the 2010 City of Georgetown Quality of Life Survey - Micki Rundell
http://georgetown.org/pdfs/ggaf/NSR_2010_SurveyCS.pdf
http://georgetown.org/pdfs/ggaf/Evaluation_Summary.pdf
http://georgetown.org/pdfs/ggaf/NSR_contract.pdf
http://georgetown.org/pdfs/ggaf/NSR_proposal.pdf
3. Overview of the September 30, 2009 year end preliminary financial information - Laurie Brewer
http://georgetown.org/pdfs/ggaf/PrelimYEReportCS_11.23.pdf
http://georgetown.org/pdfs/ggaf/VarianceReport_08-09.pdf
http://georgetown.org/pdfs/ggaf/PrelimYEReportAnalysis.pdf
Call to Order at 02:30 PM
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Hamilton, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street,a place readily accessible to the general public at all
times, on the _____ day of _________________, 2009, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Hamilton, City Secretary
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MINUTES
GENERAL GOVERNMENT AND FINANCE (GGAF) ADVISORY SUBCOMMITTEE
OF THE CITY OF GEORGETOWN, TEXAS
The General Government and Finance (GGAF) Advisory Subcommittee met at 2:30 p.m. on
Monday, November 23, 2009, in the City Hall Main Floor Conference Room, located at 113
East 8h Street, Georgetown, Texas.
Keith Brainard called the meeting to order at 2:40 p.m.
1. Review and approve minutes from previous meetings – Danella Elliott
The September 28, 2009 minutes were approved.
The October 28, 2009 minutes were approved.
The October 5, 2009 minutes were approved with the following change: Item 2 in the
minutes are corrected as follows (in red). “Keith views this initial process as a guide. He
would like City Staff to have interviews with more qualified people and allow them give
demos and explain what they have to offer and to see if they can beat the current provider,
and to include the current provider. He would like to involve the Employee Benefits
Committee in the selection. Kevin asked Keith to send a list of providers”.
2. Consideration and possible action to recommend selection of National Service
Research (NSR) for $19,500 to conduct the 2010 City of Georgetown Quality of Life
Survey- Micki Rundell
Micki explained that this item will be on the 11/24 Council agenda. She informed the committee
that In October 2009, an RFP process to conduct the City’s fifth biannual survey was undertaken.
Members Present: Keith Brainard, Chair, Patty Eason
Members Absent: Dale Ross
Staff Present: Micki Rundell, Director of Finance and Administration, Lorie Lankford,
Accounting Manager
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This RFP, which was reviewed by the General Government and Finance Subcommittee (GGAF)
at their September 28, 2009 meeting, was sent to over 30 firms and 6 proposals were received.
A selection committee, consisting of Kimberly Garrett, Parks and Recreation Director, Keith
Hutchinson, PIO, Micki Rundell, CFO and Mr. Don Anderson, a citizen from District 3 reviewed
and scored the proposals. The committee is unanimously recommending the selection of
National Service Research (NSR) from Fort Worth to conduct this year’s survey.
NSR has conducted numerous surveys throughout Texas and is considered to be highly qualified
to undertake this assignment. References were checked and verified. All cities contacted,
including the City of Richardson and Farmers Branch, were more than pleased with NSR. In
addition, NSR will be able to meet the requirements set forth in the RFP which include the ability
to continue the trend analysis and comparison to the City’s previous surveys and the time lines
for inclusion in the 2010/11 budget process.
The 2010 survey will consist of approximately 50 to 60 questions and require about 15 minutes to
complete. NSR will conduct both a telephone and on-line survey; provide analysis, reports and
presentation to City Council. The survey will provide a 95% confidence level within a margin of
error +/- 5%, which is similar in scope to previous surveys. NSR staff will meet with City staff and
others to create the survey instrument. The survey will also be reviewed by GGAF and City
Council prior to being undertaken. The survey will be conducted in January and presented to the
Council in March 2009.
The previous 4 surveys were conducted by Ampersand Agency from Austin. Ampersand did not
bid on this year’s survey. Micki explained that they probably didn’t bid because they might be
tired of us, as well as, it being an election year and their workload increases during this time. The
survey has been a useful tool in providing feedback to the City Council on community needs and
issues, as well as, a gage for determining future projects. The results from this survey will
continue to provide feedback, as well as, benchmarks for on-going programs and services.
Total cost for this survey will be $19,500. The 2009/10 budget included $23,000 in the Finance
Administration Special Services account. The cost of the 2008 survey conducted by Ampersand
was $20,000. If the contract is approved at Tuesday’s Council Meeting, Micki and Paul
Brandenburg will meet with NSR next week.
Patty and Keith are in agreement that since this item has already been to this GGAF
Committee, they do not see the need for Micki to bring it back before going to Council.
Micki will visit with Dale to make sure he is in agreement with this recommendation, and if
so, then it will move forward to Council.
3. Overview of the September 30, 2009 year end preliminary financial information –
Micki Rundell
Micki gave an overview and explained that this year end financial report and information will be
on the 11/24 Council Agenda as well.
Overview:
This report compares the preliminary year end balances as of 9/30/09 to the balances that were
projected during the budget process. Year ending fund balances are projected during the budget
L:\Division\finance\Share2\GGAFSub\GGAF Meetings\2009\11.23.09\Minutes11.23.09.doc
process to establish an estimated beginning fund balance for the upcoming year. Projections are
made conservatively, in order to provide assurance that the upcoming budget will begin with a
fund balance that will support the new year.
Variance Explanations: The following information provides explanations to the variances in the
projected fund balances.
General Fund:
Overall, the General Fund’s balance is $397,938 higher than projected in the budget.
Revenues ended the year with 14.2% overall higher than 2007/08, primarily due to the new
property in the tax base as well as increased revenues from the expansion of the Recreation
Center. Development and building activity was 31.7% lower than prior year. The decrease is
due to the slowdown in the economy and overall housing market. Expenditures were lower
than anticipated in all areas except Transportation. This variance relates to the timing of
street projects.
Other Major Funds:
The Electric Fund working capital is $3.4 million higher than anticipated. While the revenues
were within 1% of projections, costs were lower than anticipated, primarily due to purchased
power contract savings. Micki commended Jim Briggs on his ability to manage the power
contracts making it more cost effective.
Water revenue was 3% higher than projected, while Wastewater revenues were within 1% of
projections. Tap fee revenue, however, was over $497,000 lower than originally projected
due to housing starts. The working capital balance for the Water Services Fund is $4.5
million higher than anticipated, primarily due to the timing of capital projects. A budget
amendment will be needed for projects from the prior year that need funding in the current
year, including the San Gabriel parallel line and the Southlake Water Treatment Plan r
project.
Internal Service Funds:
The Facilities and Fleet internal service funds both had operational savings resulting in
slightly higher working capital balances. The Information Services fund working capital was
$93,386 lower than anticipated, resulting from the timing of network improvement projects that
were able to start earlier than anticipated. The Joint Services fund working capital is
$125,172 less than anticipated, due to reduced allocation revenue from lower departmental
costs.
CVB Fund:
Hotel Occupancy Tax revenue was over $64,204 less than the prior year, however was over
$50K more than projected. This resulted in a higher fund balance than anticipated. Ending
fund balance was $446,749. Keith asked that Micki send the committee the State Law
information regarding use of Hotel Motel Occupancy Tax fund use.
L:\Division\finance\Share2\GGAFSub\GGAF Meetings\2009\11.23.09\Minutes11.23.09.doc
Airport Fund:
The Airport Fund working capital balance is $28,993 higher than anticipated, primarily due to
the expense savings, as well as the timing of the capital improvements partially funded
through state grants.
Special Revenue Funds were discussed, and Keith asked that Micki send the committee
the number of actual donations, actual number of donors and the largest single
donation made to the Animal Shelter for the previous year.
Micki explained the difference between “frozen” positions and “open” positions, as well as,
provided information on restricted accounts.
Micki explained that we ended the year on a positive note, based on how we began the year
in an economic downturn.
The meeting adjourned at 3:20 p.m.
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Monday, November 23, 2009
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Monday , November 23, 2009 presiding.
Board Members Present:
Keith Brainard-Chair, Patty Eason
Board Members Absent:
Dale Ross
Staff Present:
Micki Rundell, Lorie Lankford
Minutes
Regular Meeting
MINUTES
GENERAL GOVERNMENT AND FINANCE (GGAF) ADVISORY SUBCOMMITTEE
OF THE CITY OF GEORGETOWN, TEXAS
The General Government and Finance (GGAF) Advisory Subcommittee met at 2:30
p.m. on Monday, November 23, 2009, in the City Hall Main Floor Conference Room,
located at 113 East 8h Street, Georgetown, Texas.
Keith Brainard called the meeting to order at 2:40 p.m.
Review and approve minutes from previous meetings – Danella Elliott
The September 28, 2009 minutes were approved.
The October 26, 2009 minutes were approved.
The October 5, 2009 minutes were approved with the following change: Item 2 in
the minutes are corrected as follows (in red). “Keith views this initial process as aKeith views this initial process as aKeith views this initial process as aKeith views this initial process as a
guideguideguideguide.... He would likeHe would likeHe would likeHe would like City StaffCity StaffCity StaffCity Staff to have interviews with more qualified people and allowto have interviews with more qualified people and allowto have interviews with more qualified people and allowto have interviews with more qualified people and allow
them give demos and explain what they have to offer and to see if they can beat thethem give demos and explain what they have to offer and to see if they can beat thethem give demos and explain what they have to offer and to see if they can beat thethem give demos and explain what they have to offer and to see if they can beat the
current providercurrent providercurrent providercurrent provider,,,, and to include the current providerand to include the current providerand to include the current providerand to include the current provider.... He would like to involve theHe would like to involve theHe would like to involve theHe would like to involve the
Employee Benefits Committee in the selectionEmployee Benefits Committee in the selectionEmployee Benefits Committee in the selectionEmployee Benefits Committee in the selection.... Kevin asked Keith to send a list ofKevin asked Keith to send a list ofKevin asked Keith to send a list ofKevin asked Keith to send a list of
providers”providers”providers”providers”....
Consideration and possible action to recommend selection of National
Service Research (NSR) for $19,500 to conduct the 2010 City of
Georgetown Quality of Life Survey- Micki Rundell
Micki explained that this item will be on the 11/24 Council agenda. She informed the
committee that In October 2009, an RFP process to conduct the City’s fifth biannual
survey was undertaken. This RFP, which was reviewed by the General Government
and Finance Subcommittee (GGAF) at their September 28, 2009 meeting, was sent to
over 30 firms and 6 proposals were received. A selection committee, consisting of
Kimberly Garrett, Parks and Recreation Director, Keith Hutchinson, PIO, Micki Rundell,
CFO and Mr. Don Anderson, a citizen from District 3 reviewed and scored the
proposals. The committee is unanimously recommending the selection of National
Service Research (NSR) from Fort Worth to conduct this year’s survey.
NSR has conducted numerous surveys throughout Texas and is considered to be highly
qualified to undertake this assignment. References were checked and verified. All
cities contacted, including the City of Richardson and Farmers Branch, were more than
pleased with NSR. In addition, NSR will be able to meet the requirements set forth in
the RFP which include the ability to continue the trend analysis and comparison to the
City’s previous surveys and the time lines for inclusion in the 2010/11 budget process.
The 2010 survey will consist of approximately 50 to 60 questions and require about 15
minutes to complete. NSR will conduct both a telephone and on-line survey; provide
analysis, reports and presentation to City Council. The survey will provide a 95%
confidence level within a margin of error +/- 5%, which is similar in scope to previous
surveys. NSR staff will meet with City staff and others to create the survey instrument.
The survey will also be reviewed by GGAF and City Council prior to being undertaken.
The survey will be conducted in January and presented to the Council in March 2009.
The previous 4 surveys were conducted by Ampersand Agency from Austin.
Ampersand did not bid on this year’s survey. Micki explained that they probably didn’t
bid because they might be tired of us, as well as, it being an election year and their
workload increases during this time. The survey has been a useful tool in providing
feedback to the City Council on community needs and issues, as well as, a gage for
determining future projects. The results from this survey will continue to provide
feedback, as well as, benchmarks for on-going programs and services.
Total cost for this survey will be $19,500. The 2009/10 budget included $23,000 in the
Finance Administration Special Services account. The cost of the 2008 survey
conducted by Ampersand was $20,000.If the contract is approved at Tuesday’s
Council Meeting, Micki and Paul Brandenburg will meet with NSR next week.
Patty and Keith are in agreement that since this item has already been to this
GGAF Committee, they do not see the need for Micki to bring it back before
going to Council. Micki will visit with Dale to make sure he is in agreement with
this recommendation, and if so, then it will move forward to Council.
Overview of the September 30, 2009 year end preliminary financial
information – Micki Rundell
Micki gave an overview and explained that this year end financial report and information
will be on the 11/24 Council Agenda as well.
Overview:
This report compares the preliminary year end balances as of 9/30/09 to the balances
that were projected during the budget process. Year ending fund balances are
projected during the budget process to establish an estimated beginning fund balance
for the upcoming year. Projections are made conservatively, in order to provide
assurance that the upcoming budget will begin with a fund balance that will support the
new year.
Variance Explanations: The following information provides explanations to the
variances in the projected fund balances.
General Fund:
Overall, the General Fund’s balance is $397,938 higher than projected in the budget.
Revenues ended the year with 14.2% overall higher than 2007/08, primarily due to
the new property in the tax base as well as increased revenues from the expansion
of the Recreation Center. Development and building activity was 31.7% lower than
prior year. The decrease is due to the slowdown in the economy and overall
housing market. Expenditures were lower than anticipated in all areas except
Transportation. This variance relates to the timing of street projects.
Other Major Funds:
The Electric Fund working capital is $3.4 million higher than anticipated. While the
revenues were within 1% of projections, costs were lower than anticipated, primarily
due to purchased power contract savings. Micki commended Jim Briggs on his
ability to manage the power contracts making it more cost effective.
Water revenue was 3% higher than projected, while Wastewater revenues were
within 1% of projections. Tap fee revenue, however, was over $497,000 lower than
originally projected due to housing starts. The working capital balance for the Water
Services Fund is $4.5 million higher than anticipated, primarily due to the timing of
capital projects. A budget amendment will be needed for projects from the prior year
that need funding in the current year, including the San Gabriel parallel line and the
Southlake Water Treatment Plan r project.
Internal Service Funds:
The Facilities and Fleet internal service funds both had operational savings resulting
in slightly higher working capital balances. The Information Services fund working
capital was $93,386 lower than anticipated, resulting from the timing of network
improvement projects that were able to start earlier than anticipated. The Joint
Services fund working capital is $125,172 less than anticipated, due to reduced
allocation revenue from lower departmental costs.
CVB Fund:
Hotel Occupancy Tax revenue was over $64,204 less than the prior year, however
was over $50K more than projected. This resulted in a higher fund balance than
anticipated. Ending fund balance was $446,749. Keith asked that Micki send the
committee the State Law information regarding use of Hotel Motel Occupancy
Tax fund use.
Airport Fund:
The Airport Fund working capital balance is $28,993 higher than anticipated,
primarily due to the expense savings, as well as the timing of the capital
improvements partially funded through state grants.
Special Revenue Funds were discussed, and Keith asked that Micki send the
committee the number of actual donations, actual number of donors and the
largest single donation made to the Animal Shelter for the previous year.
Micki explained the difference between “frozen” positions and “open” positions, as
well as, provided information on restricted accounts.
Micki explained that we ended the year on a positive note, based on how we began
the year in an economic downturn.
The meeting adjourned at 3:20 p.m.Board may, at any time, recess the Regular
Session to convene in Executive Session at the request of the Chair, a Board Member, the City
Manager, Assistant City Manager, City Council Member, or legal counsel for any purpose
authorized by the Open Meetings Act, Texas Government Code Chapter 551, and are subject to
action in the Regular Session that follows.
Adjournment
The meeting was adjourned at 10:30 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
